Purpose
The purpose of this policy is to outline the guidelines for the installation and use of security cameras in operational hubs to protect employees, company assets, and property. Additionally, it defines the procedures for requesting access to camera footage and establishes the privacy controls necessary to ensure responsible use.
Scope
This policy applies to all security cameras installed in Flink operational hubs and to all employees, contractors, and third-party personnel working in or visiting the premises.
Policy statement
Camera placement
Cameras shall be installed in locations that protect against theft, especially for high-value assets. Specifically, cameras should focus on the following areas:
Entrances and exits: to monitor unauthorized entry and safeguard high-value equipment, such as computers and laptops.
Bike storage: high risk areas with a history of theft.
The battery cabinet: for visibility in case of fire.
A maximum of 4 to 6 cameras (if there is more than one exit) may be installed per hub, depending on the space available. Camera placement must follow the sample floor plan provided.
Important:
Any ambiguities must be clarified with Mariette Kraak (QESH Manager, [email protected]) or Tim Dekkers (Head of Hub Operations, [email protected]) before installing the cameras.
Camera installation guidelines
The security cameras provided are "plug-and-play" variants (”Plug-in und Play-Varianten”). The camera provider delivers/installs a package of preset cameras and a bridge based on the sample floor plan. Each package is pre-configured to a specific hub, allowing the cameras to automatically connect to the bridge.
Once connected, encrypted video footage will be sent to the company's central cloud system and stored for a maximum of 7 days. The administrator is responsible for naming the locations according to the Hub code and cameras based on their visibility range.
Access to camera footage
To maintain privacy and ensure the responsible use of video footage, access is restricted as follows:
Authorized access:
During operational hours: only the Head of Country Operations and the QHSE Lead, along with a City Manager, may access camera recordings in the event of incidents. This follows the "four-eye principle".
During non-operational hours: Securitas has the authority to log in and view surveillance footage. They serve as a second layer of verification during non-operational hours and can notify emergency services in cases of fire or break-ins (refer to the Securitas flowchart for further details). The QHSE Lead may also access camera footage under the following circumstances:
Suspected technical issues with the alarm system or unexplained triggers during non-operational hours
Suspected incorrect use of the system,such as during bakery deliveries outside of operational hours.
Audits: during audit rounds the QHSE Lead may check camera positions to ensure they are operational and correctly aligned.
Incident-based access requests: City Managers may request access to specific footage only in cases of documented incidents such as:
Theft or vandalism
Employee injury or accident
Unauthorized access or security breaches
Safety hazards or operational disruptions
Unexplained alarm triggers
A written request must be submitted via the Slack channel #nl_regional_operations to the Head of Country Operations and People Partner specifying:
The date and time of the incident.
The location or camera number (if known).
A brief description of the incident.
The Head of County Operations and People Partner can review the request upon validation, and provide the necessary footage for investigation purposes. Access is granted only on a need-to-know basis to the relevant City Manager and involved parties.
Important:
Unauthorized personnel, including City Managers and operational staff are prohibited from accessing camera footage under normal circumstances.
Data retention and privacy
Video footage is used strictly for security, safety, or the investigation of incidents.
Employee privacy is paramount, and camera footage will not be used for performance monitoring or any form of surveillance unrelated to safety and security.
Data retention and evidence preservation
The recordings are stored for a maximum of 7 days. After that, they’re automatically deleted.
In case a crime or substantiated suspicion of a crime has been established, only the relevant recording (limited to the section of the crime) is saved for the purpose of preserving evidence.
Cloud storage and security
The recordings are stored in the password-protected cloud of the camera provider. The provider acts as an instruction-dependent order processor for Flink. We have a contract with them for order data processing.
Cameras are not accessible via open ports or the internet connection on-site.
Communication Flowchart Securitas in case of an alarm
Go here
Activation and management of footage (only for Head of Country Operations / People Partner)
Activating the Google Profile for Genetec Stratocast
Go to the system.
Log in with the given credentials.
Follow the steps in the activation email to access the Genetec Stratocast environment.
For further instructions on downloading footage, refer to the detailed steps provided in the section Working with Genetec Stratocast for video surveillance.
Accessing the Genetec Stratocast website
Go to your Google profile.
Go to the Stratocast website.
Log in with your credentials.
Overview of menus in the Genetec Stratocast website
Home menu: overview of all cameras and updates.
View (weergave) menu: view of all cameras at a glance.
Downloading the videos to your own disk
Locate the footage you want to keep and add a boomark and description.
On the Investigations (Onderzoeken) menu, search for images up to 7 days before. You can filter for time and camera position.
Select the images and click on Export.
Download them to your own disk.
On the Vault (Kluis) menu, you can find your previous searches and download the videos to your own disk.
Important:
Ensure the warning sign for video surveillance by Stanley is posted in the hub.
References
Read more information about Securitas here
Read the surveillance policy for Shift Lead+ here
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